General Meeting Information

Date: June 1, 2026
Time: 11:00am to 12:00pm
Location: MLC 243

This meeting will be held HyFlex, meaning anyone can participate in-person or online.  To join remotely, see the Zoom information at the bottom of this page

  • Agenda

    Time Topic Purpose Discussion Leader

    11:00-11:05

    Welcome! Approval of Agenda and 5/11 minutes

    I/D/A

    Capurso

    11:05-11:10

    Public Comment

    I

    All

    11:10-11:15

    Quick Notes:

    I/D

    Capurso

    11:15-11:20

    Harmonize Pilot Update

    I

    Capurso & Nocito

    11:20-11:25

    Support During Outage

    I/D

    Capurso & Nocito

    11:25-11:30

    FERPA Guidelines for Merging Courses in Canvas

    I

    Nocito & Capurso

    11:30-11:55

    AI Survey Results

    I/D

    Ly & Capurso

    11:55-12:00

    Good of the Order

    I

    All

    12:00

    Adjournment

    A = Action
    D = Discussion
    I = Information

  • Minutes [DRAFT]


    Welcome! Approval of Agenda and 5/11 minutes

    • Amy motions
    • Ivan seconds

    Public Comment

    • The room’s cameras are working better, thank you, ETS!

    Quick Notes

    • AI Enterprise Access
      • This was a longer talking point at Academic Senate than anticipated, but it was passed with a large majority.
      • There are lots of thoughts and mixed feelings about AI.
    • Auto Provisions of Canvas Courses
      • Auto provisioning is now live for Summer. Instructors now only need to fill in their content and publish.
      • Summer is a good pilot for us to work out any kinks before Fall.
      • Amy reports that it worked well and was easy.
    • Proctoring Update
      • Proctoring discussions have been slowly making their way through Academic Senate, and it will continue today.
      • This will be finalized at the next COOL meeting.
      • Please think and reflect on this before then.

    Harmonize Pilot Update

    • More people are using it than we thought – we've reached the 1,000 mark. We could ask for more now that we have the data to back up that it is being used.
    • While it’s mainly a discussion tool, people are also using it for annotating and polling.
    • Amy wonders if we want to do something for Opening Day highlighting different ways to use the tool. Especially since this is one of the handful of tools that both campuses have, Opening Day would be a good place to promote it.
    • Amy reports that people seem interested in Harmonize, especially with RSI.
    • The initial survey did not get a lot of response, but we can see data through the Admin Dashboard. We can only get our stats from the Harmonize rep, Alan, at the moment, but we are trying to get James and Cheryl access.

    Support During Outage

    • Please take a look at it and bring back feedback for next meeting.
    • Amy points out that we might want add a note about Canvas reminders for instructors to download their shell at the beginning of the quarter and periodically download the gradebook.
    • Maybe we can add an appendix with a technical toolkit.

    FERPA Guidelines for Merging Courses in Canvas

    • There’s some extra attention on this because of auto provisioning.
    • Courses can be merged on site manager.
    • However, when courses are merged you must be careful about how you send out grades, discussions, assignments, announcements, etc. To make sure that nothing is violating FERPA.
    • There is a lot to be aware of, which some folks already have been and some folks had no idea about.
    • Some people have merged courses on accident because it’s quite easy to do.
    • Lianna mentions that she frequently merges because she has multiple lab sections with a common lecture. If students are aware of merged courses upon registration, then that’s fine. We need to make sure that no students are ever surprised by seeing new people in their classrooms, so we may need more communication at the scheduling level.

    AI Survey Results

    • Welcome, Lisa from Institutional Research and Accreditation, thank you for being here!
    • This survey ran in March, which did include Spring Break and finals.
    • We surveyed a random group of 3,000 18+ students.
    • We had a 3% response rate; most surveys get 5-7%. This did compete with other surveys; we think we over-surveyed our students a bit this year.
    • 60% of respondents report using AI.
    • 20% of respondents said they often received guidance on how to use AI. There is an appetite to learn more about AI.
    • Since 60% of students us it and only 20% receive guidance, there is definitely opportunity to engage more with guiding students.
      • Jacob from DASG points out that a lot of this guidance might just be the syllabus saying, “do not use it.” So the guidance is minimal and very black and white.
    • Live workshops and pre-recorded videos are the two formats with the most interest.
    • Jacob echoes the hypocrisy comment (if students are not allowed to use AI, instructors should not use it either) and says that this is especially relevant to international students who are paying a lot per unit. If the instructor is just using AI, a student might feel that they might as well just watch YouTube tutorials rather than pay for this class.
    • Chesa points out anecdotal feedback that there is some student-to-student resentment about a student who does not use AI not feeling good about getting a worse grade than a student who is clearly using AI.
    • Amy wonders about digging deeper into this in a focus group to gather more input on AI guidance.
    • A student panel at opening day might be a good idea.

    Good of the Order

    • None

    Adjournment at 12:03

Documents and Links

Member   Remote Location   In District?  
Lianna Wong SC 1230, 21250 Stevens Creek Blvd, Cupertino, CA 95014 Yes
Ivan Kojnok 
1291 S Mary Ave, Sunnyvale, CA 94087
 Yes
Tracy DeHaan 20560 Town Center Lane, Cupertino, CA 95014 Yes

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